Clerical Secretary

Alternative Community Resource Program, Inc; Conemaugh Township (PA); On-site; USD 36,000 - 48,000; Full time

Job summary

Alternative Community Resource Program, Inc is seeking a Clerical Secretary to support daily operations in a busy healthcare setting. The role involves handling a multi-line phone system, greeting visitors, maintaining patient records, and producing reports using Microsoft Office.

The ideal candidate will have a high school diploma or equivalent, at least three years of clerical experience, and strong organizational and communication skills to operate in a confidential, fast-paced environment.

Qualifications

• High school diploma or equivalent required.
• Secretarial studies, business administration, accounting, or related coursework preferred.
• Minimum of three (3) years of progressively responsible clerical, secretarial, administrative, or fiscal experience.

Responsibilities

• Greet visitors and direct them to the appropriate staff.
• Provide professional customer service to patients and guests.
• Maintain medical records and prepare reports and correspondence.
• Schedule and coordinate patient appointments and reminders.

Skills

Teamwork

Analytical thinking

Data interpretation

Detail-oriented

Excellent communication

Microsoft Office

Education

High School Diploma or equivalent

Secretarial studies / related coursework

3 years clerical/secretarial experience

Tools

Microsoft Office Suite

Job description

Job Summary

The Clerical Secretary performs a wide range of administrative and secretarial duties to support daily operations. Responsibilities include operating a multi-line telephone system, providing exceptional customer service and reception coverage, scheduling appointments, maintaining medical records, and preparing reports and correspondence. This position requires the ability to work independently, exercise sound judgment, maintain confidentiality, and take initiative in a fast-paced healthcare environment.

Essential Duties and Responsibilities

• Greet visitors, determine the purpose of their visit, and direct them to the appropriate staff member or department.
• Provide professional, courteous, and informative customer service to all callers, patients, and guests.
• Receive, route, and distribute messages, correspondence, and documentation to appropriate staff members.
• Compile, maintain, and accurately document medical charts, reports, correspondence, and patient records utilizing electronic systems and software applications.
• Transmit medical records and correspondence via mail, email, fax, or other approved methods while maintaining confidentiality standards.
• Perform clerical and administrative duties including typing, proofreading, filing, scanning, faxing, copying, data entry, and record maintenance.
• Order, organize, and maintain office and clinical supply inventories.
• Schedule, confirm, reschedule, and cancel patient appointments and as necessary.
• Answer incoming telephone calls and route calls to the appropriate staff member or department.
• Ensure client calls are answered in a timely manner and that missed calls and voicemail messages are returned by the close of business whenever possible.
• Operate standard office equipment, including multi-line telephones, voicemail systems, scanners, copiers, and fax machines.
• Prepare reports, spreadsheets, correspondence, invoices, and other administrative documents using Microsoft Office applications and related software.
• Maintain organized medical records, correspondence files, and administrative filing systems.
• Prepare reception and waiting areas daily to ensure a welcoming, clean, and professional environment for patients and visitors.
• Open designated office locations by turning on lights and ensuring operational readiness.
• Report employee absences, call-offs, vacations, or other staffing shortages, as needed.
• Perform other related duties as assigned to support agency operations.

Minimum Qualifications

Education and Experience

• High school diploma or equivalent required.
• Additional coursework or training in secretarial studies, business administration, accounting, or a related field preferred.
• Minimum of three (3) years of progressively responsible clerical, secretarial, administrative, or fiscal experience.

Required Skills and Abilities:

• Ability to work in a team and complete assigned tasks.
• Analytical/problem-solving skills.
• Collect, analyze, and interpret data from various sources.
• Detail-oriented with good organizational skills and administrative abilities.
• Exceptional communication skills, both written and verbal.
• Extremely proficient with Microsoft Office Suite.

Physical Requirements:

• Must be able to lift up to 25 lbs. at times with or without assistance.
• Prolonged periods of sitting at a desk and working on a computer.
• Prolonged periods of standing and moving.

Required Clearances and Documentation:

• Must possess a valid driver's license and have access to reliable transportation
• Act 31/Act 126 Clearance Mandated Reporter Training
• Act 34 Clearance Pennsylvania State Police Background Check (Criminal History)
• Act 114 Clearance FBI Fingerprint
• Act 33 Clearance Pennsylvania Child Abuse History